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Back Office Administrator

Oakland, CA · Education
 

East Bay Innovation Academy

Lower School Back Office Administrator

 
East Bay Innovation Academy is a 6-12 college preparatory public charter school in Oakland, CA with a mission of preparing a diverse group of students to be successful in college and to be thoughtful, engaged citizens who are leaders and innovators in a 21st century global world.  Through personalization and project-based learning, social-emotional learning and design thinking, and by leveraging best practices in curriculum design and technology, EBIA engages students in rigorous, 21st Century work.  We serve a diverse population of students, representing the racial, cultural, and socio-economic diversity of the Bay Area.

About the Lower School Back Office Administrator Role 

The Back Office Administrator at the Lower School of EBIA is a critical member of the EBIA community.  First impressions are everything and the BOA will often be the first person the community interacts with at EBIA.  In addition, the BOA manages many projects and therefore must be highly organized, accountable, and proactive.  If you are an organized, energetic person who has a strong customer service orientation; who loves to serve students, families, and staff, this is a job you will enjoy!

Primary Responsibilities

The Back Office Administrator's primary charge is to ensure smooth operations of the school and to create a friendly and efficient environment at the school. To this end, the BOA will: 

Site Manager: 

  • Work with the Office Assistant to manage the Front Office. 
  • Ensure school is opened (7:30am Lower School during the school year) and closed at the end of the day.
  • Manage the front desk and reception area. Be the face of the school—including office appearance, visitor tracking, and inquiry follow up
  • Answer phones, maintain voicemail, and ensure prompt response to voicemails and emails (24 hours)
  • Support communication systems with families, via phone and email.
  • Support live translation as needed (Back to School nights, Info Nights, IEP, PLP, Capstone)
  • Translate all parent communication requested by EBIA Staff, generally within 3 business days, or faster if there is an urgent request from operations team
  • Provide basic first-aid for students and staff
  • Inventory and order all office supplies in a weekly basis
  • Manage substitute teacher requests and orders—including maintenance of accurate records, implementation of in-house coverage plans, and substitute teacher set-up (attendance sheets, lesson plans, computer, basic orientation)
  • Maintain systems for attendance—including weekly verification, Illuminate updates, audit prep, late sign-in and early pick-up logs
  • Manage student records—including CUM files, report cards and transcript requests
  • Support the Director of Operations and Senior Director of Operations  with enrollment activities—including information sessions, tours, application collection, etc.
  • Assist in ensuring that the school meets all federal, state and local (OUSD) compliance regulations

Site Manager:

  • Track and solve maintenance issues with the 3400 Malcolm Ave plant. Create a system to accept Staff tickets as well as actively monitor needs. Maintain a list of vetted service providers; secure their services, monitor and approve their work.
  • Be a resource for knowledge about the physical plant: alarms, lights, cameras, keys, etc.
  • Support school safety

Operations Administrator

  • Support student chromebook fleet tracking and management
  • Support master tracker and labeling systems; Repairs and replacements; Loaning and returns
  • Coordinate on site visits
  • Assist with HR administration including background checks, onboarding, personnel files, and credential tracking
  • Coordinate payroll processing including timesheet capture, payroll file creation and quality assurance in partnership with Dir of Ops, our back office service provider, and Paylocity.
  • Understand, promote and support the mission, vision and guiding principles of EBIA
  • Performs other duties as required by the Senior Director of Operations Director of Operations. These duties may be amended from time to time in the sole discretion of EBIA.

WHY WORK AT EBIA?

  • Highly competitive compensation with participation in an annual bonus plan.
  • Paid time off in addition to sick time.
  • Student and staff technology access supporting communication, student progress monitoring and differentiation.
  • An engaged, supportive and connected community of families, colleagues and partner organizations.

QUALIFICATIONS

Required
  • Bachelor’s degree and above in aligned areas.
  • Experience in operation functions of school and district.
  • A strong belief that all students can learn at the highest levels and that all students can be successful in college.
  • Self-starter, willing to innovate and create new tools or systems as needed or tasked.
  • Ability to work successfully with heterogeneous groups of students and an ethnically & economically diverse student body.
  • Highly proficient in using technology and interested in the potential of technology to impact urban education.
  • Flexibility and adaptability to change; ability to work in a dynamic, creative and demanding learning environment.
  • Driven adult learner dedicated to his or her own professional growth, including learning new and innovative teaching practices.
Preferred
  • Working knowledge of Spanish.

APPLICATION PROCESS
We are strongly committed to hiring a diverse and multicultural staff. Please send a resume, two letters of reference and a compelling letter of interest via email to jobs@eastbayia.org. Thank you for your interest in this position.
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